Medical clearance to travel
How do we collect the medical information form from the traveler's doctor when a medical condition is declared, have the medical desk review it, and record the clearance before travel?
Treat the clearance as a document chase with a medical decision at the end. When a traveler declares a condition that the carrier's medical rules require clearance for (a recent surgery or hospital stay, an infectious illness, a pregnancy beyond the carrier's week limit, oxygen or a medical device on board, a stretcher, a mental health condition that affects fitness to fly), Callvu classifies the case under the carrier's rules, sends the traveler's doctor the carrier's medical information form through a link with the traveler's consent, chases it on a schedule counted back from departure, reads and checks the form (the dates, the diagnosis fields, the fitness statement, the signer), puts the case to the carrier's medical desk in the Decision Desk with the form and the itinerary, records the clearance with its conditions (an escort, oxygen, a seat, a validity period) or the refusal with the alternative, and writes it to the reservation in the booking system.
In scopeComplex: multi-party handoffsCallvu moves: chase and verify, decide, write back
Last updated November 7, 2026.
The problem today
The form was faxed to the doctor on Monday, the doctor's office returned it on Friday, and the flight was Thursday.
Carriers require medical clearance for conditions that affect fitness to fly or the safety of other passengers. The traveler declares; the agent sends a form to the doctor by fax or email; the doctor's office fits it in; the medical desk reviews when it arrives; the traveler does not know whether they can fly until the day before. A missed clearance is a denied boarding with a sick traveler and a lost trip.
The carrier's medical rules define the conditions, the form (the medical information form with its sections), the timing, and the outcomes (cleared, cleared with conditions such as oxygen or an escort, refused). The doctor is a third party with a deadline; the medical desk needs a complete, legible form with the itinerary; the clearance has a validity period and must be on the reservation. A chase with a clock and a decision with the form in view is the process.
A clearance decided with days to spare is a traveler who flies.
How it runs
From the requestto the system of record.
A traveler declares a medical condition at booking or afterwards, or a condition is detected from the special assistance request. Callvu classifies the case.
- Traveler
- Declares the condition, consents to the doctor's form, and receives the clearance and its conditions.
- Treating doctor
- Completes the medical information form through a link.
- Carrier's medical desk
- Decides the clearance in the Decision Desk.
- Callvu
- Classifies, sends the form, chases, reads and checks, routes, records and writes.
Classify the case
The declared condition is classified under the carrier's medical rules: whether clearance is required (a recent surgery or hospital stay within the rule's days, an infectious illness, a pregnancy beyond the carrier's week limit, oxygen or a device on board, a stretcher, a condition affecting fitness), which form and sections apply, the information the medical desk needs (the itinerary, the flight durations, the layovers), and the deadline counted back from departure.
Chase and verify the form
With the traveler's consent, the treating doctor receives the carrier's medical information form through a link with the sections that apply and the deadline; the form is chased on the schedule; on arrival it is read and checked (the patient's identity, the dates, every required section answered, the fitness to fly statement, the doctor's signature and registration), and an incomplete form is returned to the doctor with the specifics.
Decide
The carrier's medical desk decides in the Decision Desk with the form, the itinerary and the carrier's rules, and only the allowed outcomes: cleared, cleared with conditions (an escort, oxygen at a flow rate, a seat or a stretcher, a date range), request more information from the doctor, or refused with the reason and the alternative (a later date, a different routing).
Record and write back
The clearance with its conditions and validity, or the refusal, is written to the reservation in the booking system, the system of record, with the special service requests the conditions require, the traveler receives the written clearance to carry, and the medical data is retained under the carrier's health data policy.
Where it ends: The condition was classified under the carrier's rules, the doctor's form arrived in time and complete, the medical desk decided with the form and the itinerary, and the reservation holds the clearance with its conditions. The Decision Trace shows the classification, the form's checks and the decision; the Audit Trace shows the requests, the chases and the write.
Runtime enforcement
What is enforcedwhile the work runs.
The regulations preloaded in Callvu Studio and the bank's own policies, applied as steps that run, not lines in a binder. A step that breaks a rule does not run, so a completed run was compliant.
The handoff
Between the front doorand the back office.
The front door
The declaration at booking or afterwards; the traveler consents on their phone; the doctor completes the form through a link.
The back office
The medical desk decides complete cases; the agents stop faxing forms.
The Decision Desk
- Every case requiring clearance goes to the carrier's medical desk in the Decision Desk with the form and the itinerary, and only cleared, cleared with conditions, request more information, or refused with the alternative.
Proof
In scope.Proof at scale, not one process at a time.
The kind of process Callvu runs in production for customers in this industry. Ask for a reference on this exact process. The results below are the industry's published proof; each claim code links to its record on agents.callvu.com.
More than 1,000 processes are live across Callvu customers.
Across Callvu customers
Questions
What buyers ask next,answered plainly.
When is medical clearance required?
For the conditions the carrier's medical rules list: recent surgery or hospitalization, infectious illness, pregnancy beyond the week limit, oxygen or a device on board, a stretcher, or a condition affecting fitness to fly; the classification applies the rule.
Who completes the form?
The treating doctor, through a link with the sections that apply and the deadline, after the traveler's consent; an incomplete form is returned with the specifics.
What does a clearance include?
The decision with any conditions (an escort, oxygen, a seat or stretcher, a date range) and its validity, written to the reservation and given to the traveler in writing.
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